RESTRICTED POSTING: Office Manager - Diversion

GENERAL PURPOSE
 
Responsible for overseeing daily administrative operations to ensure the efficient and effective delivery of diversion services. With regular attendance, this position coordinates office functions and supports program staff in maintaining accurate records, compliance, and timely communication.ESSENTIAL DUTIES

• Manage the daily operations of the Diversion office by providing guidance and training to the other support staff and assisting diversion officers. 
• Greet and check in clients, and schedule and coordinate appointments for departmental staff.
• Answer calls in a professional and courteous manner, collect and deliver messages, route callers to appropriate party.
• Coordinate and schedule educational training sessions with staff and any outside vendors.
• Accept payments for Diversion programs and balance drawers on a daily basis, preparing funds for deposit.
• Make simple postings to accounts; coordinate payables with Victim Witness and process Accounts/Payables for department.
• Maintain records and statistics relevant to departmental operations and metrics.
• Organize and maintain all necessary paperwork, reports, files, etc. for the audit.
• Provide coverage and back-up for other divisions under the County Attorney as needed.    
• Performs all secretarial / clerical duties necessary to facilitate random drug testing.
• Assist in collecting and reporting statistics required for grant purposes.
• Perform other office-related tasks (e.g., ordering supplies, etc.), obtaining proper approvals as needed.
• Provide a variety of administrative support for Supervisors.
• Assist in the transfer of files to and from the Diversion Office.
• Coordinate, arrange, manage, attend and serve as record-keeper at meetings as directed by the Supervisors.
• Assist Supervisors in the selection process for support staff vacancies by screening applications, interviewing candidates and providing feedback on suitability of candidates.
• Assist in formulating, communicating, and implementing operational policies and procedures for the Diversion office.
• Schedule and coordinate projects and handle special assignments for the department as assigned by the Supervisors.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS
 

• High school diploma or GED.
• 5 years of experience as a secretary or receptionist working directly with the public.
• This position is considered an essential employee. Must report to work during adverse weather conditions and/or other situations. 

 
KNOWLEDGE, SKILLS & ABILITIES
 

• Effective communication and interpersonal skills for interacting with diverse individuals.
• Ability to multi-task, prioritize, and manage time effectively.
• Proficiency in using Microsoft Office Suite, data management, communication, and other software.
• Ability to follow established policies and procedures with confidentiality while adapting to evolving privacy standards and technologies.
• Ability to build and maintain positive relationships within a team.
• Knowledge of diversion program processes, criminal justice system procedures, and court operations.
• Knowledge of office administration practices, records management, budgeting, and basic financial tracking procedures.
• Ability to coordinate and oversee daily office operations to ensure efficiency and compliance.
• Ability to analyze processes and recommend improvements to enhance workflow and service delivery.

PHYSICAL DEMANDS AND WORK ENVIRONMENT
 
The work environment is typically a professional office setting, involving regular use of computers, standard office equipment, and frequent interaction with both internal staff and the public in a structured, task-oriented atmosphere. Work hours may include overtime, irregular hours, varied shifts, evenings, weekends, and holidays. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential tasks. 
 

Salary : $30 - $39